Privacy Notice
Introduction
This is Diplomat Dental Practice’s Privacy Notice. As part of the services we offer, we are required to process personal data about our staff, our service users, and, in some instances, the friends or relatives of our service users and staff. “Processing” can mean collecting, recording, organising, storing, sharing, or destroying data. We are committed to being transparent about why we need your personal data and what we do with it. This information is set out in this privacy notice. It also explains your rights when it comes to your data. If you have any concerns or questions, please contact us by email at diplomatdevon.dental@nhs.net.
Service Users
What data do we have?
So that we can provide a safe and professional service, we need to keep certain records about you. We may process the following types of data:
- Your basic details and contact information e.g., your name, address, date of birth, and next of kin.
- Your financial details e.g., details of how you pay us for your care or your funding arrangements.
We also record the following data which is classified as “special category”:
- Health and social care data about you, which might include both your physical and mental health data.
- We may also record data about your race, ethnic origin, sexual orientation, or religion.
Why do we have this data?
We need this data so that we can provide high-quality care and support. By law, we need to have a lawful basis for processing your personal data. We process your data because we have a legal obligation to do so – generally under the Health and Social Care Act 2012 or Mental Capacity Act 2005. We process your special category data because it is necessary due to social security and social protection law (generally this would be in safeguarding instances); it is necessary for us to provide and manage social care services; we are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations.
We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent at any time.
Where do we process your data?
So that we can provide you with high-quality care and support, we need specific data. This is collected from or shared with you or third parties. This includes other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, clinical commissioning groups, and other health and care professionals; The Local Authority; Your family or friends – with your permission; Organizations we have a legal obligation to share information with i.e., for safeguarding, the CQC; The police or other law enforcement agencies if we have to by law or court order.
Staff
What data do we have?
So that we can provide a safe and professional service, we need to keep certain records about you. We may record the following types of data:
- Your basic details and contact information e.g., your name, address, date of birth, National Insurance number, and next of kin.
- Your financial details e.g., details so that we can pay you, insurance, pension, and tax details.
- Your training records.
We also record the following data which is classified as “special category”:
- Health and social care data about you, which might include both your physical and mental health data – we will only collect this if it is necessary for us to know as your employer, e.g., fit notes or in order for you to claim statutory maternity/paternity pay.
- We may also, with your permission, record data about your race, ethnic origin, sexual orientation, or religion.
We process your data because we have a legal obligation under UK employment law; we are required to do so in our performance of a public task; we are required to provide data to our regulator, the Care Quality Commission (CQC), as part of our public interest obligations. We process your special category data because it is necessary for us to process requests for sick pay or maternity pay.
If we request your criminal records data it is because we have a legal obligation to do this due to the type of work you do. This is set out in the Data Protection Act 2018 and the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. We do not keep a record of your criminal records information (if any).
We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.
Where do we process your data? (Staff)
As your employer, we need specific data. This is collected from or shared with you or your legal representative(s); Third parties including Her Majesty’s Revenue and Customs (HMRC), our pension provider, our external payroll provider, organizations we have a legal obligation to share information with i.e., for safeguarding, the CQC, and the police or other law enforcement agencies if we have to by law or court order.
Friends/Relatives
What data do we have?
As part of our work providing high-quality care and support, it might be necessary that we hold the following information on you:
- Your basic details and contact information e.g., your name and address.
Why do we have this data?
By law, we need to have a lawful basis for processing your personal data. We process your data because we have a legitimate business interest in holding next of kin and lasting power of attorney information about the individuals who use our service and keeping emergency contact details for our staff. We may also process your data with your consent. If we need to ask for your permission, we will offer you a clear choice and ask that you confirm to us that you consent. We will also explain clearly to you what we need the data for and how you can withdraw your consent.
Where do we process your data? (Friends/Relatives)
So that we can provide high-quality care and support, we need specific data. This is collected from or shared with you or third parties. These may include other parts of the health and care system such as local hospitals, the GP, the pharmacy, social workers, and other health and care professionals; The Local Authority; The police or other law enforcement agencies if we have to by law or court order.
Your Rights
The data that we keep about you is your data, and we ensure that we keep it confidential and that it is used appropriately. You have the following rights when it comes to your data:
- You have the right to request a copy of all the data we keep about you. Generally, we will not charge for this service.
- You have the right to ask us to correct any data we have which you believe to be inaccurate or incomplete. You can also request that we restrict all processing of your data while we consider your rectification request.
- You have the right to ask that we erase any of your personal data which is no longer necessary for the purpose we originally collected it for. We retain our data in line with the Information Governance Alliance’s guidelines.
- You may also request that we restrict processing if we no longer require your personal data for the purpose we originally collected it for, but you do not wish for it to be erased.
- You can ask for your data to be erased if we have asked for your consent to process your data. You can withdraw consent at any time – please contact us to do so.
- If we are processing your data as part of our legitimate interests as an organisation or in order to complete a task in the public interest, you have the right to object to that processing. We will restrict all processing of this data while we look into your objection.
If you would like to complain about how we have dealt with your request, please contact:
Information Commissioner’s Office Wycliffe House Water Lane Wilmslow Cheshire SK9 5AF